ADC 213

Administrative Revision to DS 940R, Disposal Shipment Confirmation 

Inquiry, and Associated Procedures 

1. ORIGINATOR:

 a. Service/Agency: Defense Logistics Management Standards Office (DLMSO) 

 b. Originator: Supply PRC Chair: Ellen Hilert, DLA DLMSO/J-6251, Defense Logistics 

Management Standards Office (DLMSO), 703-767-0676 (DSN 427), ellen.hilert@dla.mil 

2. FUNCTIONAL AREA: Supply 

3. REQUESTED CHANGE:

 a. Title: ADC 213, Administrative Revision to DS 940R, Disposal Shipment Confirmation 

Inquiry, and Associated Procedures 

 b. Description of Change: This change modifies the DLMS Supplement 940R to incorporate 

an administrative update required to insert a missing qualifier to specifically identify the ICP/IMM 

to receive the disposal shipment confirmation inquiry/follow-up (equivalent to the MILSTRIP DIC 

AFX/AFZ which directs routing to the DoDAAC reflected in the document number of the receipt). 

In addition, this change updates, clarifies, and corrects DLMS procedures applicable to this process 

to reflect procedures prescribed by MILSTRIP. All changes to the DLMS documentation are 

administrative to ensure that the published manual conforms to existing business rules.

c. Procedures: 

(1) Revise DLMS Volume 2, chapter 16 as follows: 

 C16.5.2.2. DRMO

 C16.5.2.2.1. Accept Accountability. DRMO shall accept accountability of the 

shipment if material is acceptable based on established criteria in DoD 4160.21-M. 

 C16.5.2.2.2. Document Receipt. DRMO shall give documentation receipt of the 

DTID upon request by the shipping activity. NOTE: The DRMO shall always supply a copy of the 

signed DTID for all shipments containing quantity discrepancies. DRMO shall note the difference 

in quantity received and quantity shipped on the DTID. 

 C16.5.2.2.3. Notify Shipping Activity of Quantity Error. If an error exists because the 

quantity received is less than or greater than quantity entered on the DTID, DRMO shall notify the 

shipping activity and submit a supply discrepancy report. (see DoD 4160.21-M, Chapter3; 

Chapter 17 and Joint Regulation DLAI 4140.55, et al). 

 C16.5.2.3. DRMS
 C16.5.2.3.1. Processing Timeframe. When a DAISY “receipt of usable property” 

or “receipt” is processed by DRMS, it shall be compared with the suspense file generated by the 

disposal shipment status transaction (DS 856S with Distribution Code 9). The DAISY receipt shall 

open the ICS transaction file if there is no matching disposal shipment status (DS 856S). The 

suspense file shall remain as an open file for a period of 1 year from the date it is initiated unless it 

is closed by one of the actions below. All transactions generated by ICS shall be sent through 

DAAS to the activity identified in the document number addressing information in using either 

the shipment status (DS 856S) or the DRMO receipt of usable property. ICPs/IMMs receiving 

these transactions shall forward them to the shipping activity, as appropriate so that the shipping 

activity may respond directly to DRMS, or research and provide appropriate response. 

 C16.5.2.3.1.1. The suspense file shall be closed if the receipt matches a shipment 

status transaction previously recorded in the suspense file. A match is based on DTID number and 

FSC. 

 C16.5.2.3.1.2. Forwarding Disposal Shipment Confirmation Inquiry. If, after 90 

calendar days from the date of DRMS posting of the receipt, there is no matching shipment status 

transaction, and the extended value of $800 or more, or the item is recorded as pilferable or 

sensitive, forward a disposal shipment confirmation inquiry (follow-up) transaction. This 

notification (DS 940R, W0506=NH), with Advice Code 36) closes the ICS suspense. DRMS shall 

send a disposal shipment confirmation inquiry (DS 940R, with Advice Code 37) when, after 90 

calendar days, there is no receipt applicable to a shipment transaction, and the extended value of the 

shipment transaction is more than $800, or the item is recorded as pilferable or sensitive. 

 C16.5.2.3.2. Forwarding Second Material Release Disposal Shipment 

Confirmation Inquiry. If a disposal supply status DS 870S, or a disposal shipment confirmation 

(DS 856S 945A, W06011=AZ) , is not received within 30 calendar days of sending disposal 

shipment confirmation inquiry DS 940R, DRMS shall send a second inquiry follow-up (DS 940R 

W0506=NH with Transaction Type Code NF in the WO5 segment and an appropriate Advice Code 

35, 36, or 37)in the LQ segment. The record shall remain open for a period of 1 year from the date 

it was originated unless closed by a response to DS 940R. When moved from the active suspense 

file, place records on an accessible history file for an additional 2 years. 

 C16.5.2.3.3. Terminating In-Transit Control System (ICS) Processing. Receipt of 

supply status (DS 940R 870S) with will direct further ICS processing as follows: 

 C16.5.2.3.3.1 Status Code DE shall advise DRMS to terminate in-transit 

control processing for the transaction reference document number in question. If received in 

response to disposal shipment confirmation inquiry (DS 940R W0506=NH) with Advice Code 37, 

a record of the shipment status transaction is not required. 

 C16.5.2.3.3.2 Receipt by DRMS of DS 940R with Status Code DF shall 

advise ICS to remove the record from the active suspense file and place the record in an accessible 

history file for 2 years. 

 C16.5.2.3.3.3 If DS 940R with Status Code DG is received, shall close the 

record in ICS; in-transit control processing for the transaction reference document number in 

question is considered complete. DRMS will use its own procedures to determine why notification 

of receipt of material was not sent by DRMO to DRMS and DRMS will keep an accessible history 

file record for 2 years. 
 C16.5.2.3.3.4 If DS 940R with Status Code DH is received by DRMS, shall 

close the record in ICS; in-transit processing is considered complete and an accessible history file 

shall be kept by DRMS for 2 years; 

 C16.5.2.3.3.5 receipt of Status Code BF removes the record from the active 

suspense file and places it in the accessible history file for 2 years. 

 C16.5.2.3.4. If a DS 870S disposal shipment confirmation (DS 945A

W06011=AZ) is received by DRMS, in-transit control processing for the transaction reference

document number in question is considered complete. Accessible history file records shall contain 

NSNs, quantities, transaction reference document numbers, dollar value of variances (if any), and 

the identity of applicable shipping activities and DRMOs. 

 C16.5.2.3.4. Quarterly Report. DRMS shall provide a Quarterly In Transit to DRMO Report 

upon request to each DoD Component Supply PRC Focal Point and to the DoD Supply PRC chair. 

As requested, DRMS will provide tailored special extract reports, as requested. See Appendix 2 for 

the format and explanation of the Quarterly In-transit to DRMO Report. The RCS for this report is 

DD-P&L(Q)1787. 

 C16.5.2.4. Shipping Activity

 C16.5.2.4.1. Documentation Review. Supply organizations in receipt of DS 940R 

- Material Release with Transaction Type Code NF in the WO5 segment disposal shipment 

confirmation inquiry (follow-up) (DS 940R, W0506=NH) and an appropriate Advice Code 35, 36, 

or 37 in the LQ segment shall ensure that applicable shipping activities review signed receipt 

documentation (DTID), investigate discrepancies, and provide timely responses within 30 working 

days of receipt of the DS 940R inquiry. DS 940R transactions Disposal shipment confirmation 

inquiries with Advice Code 36 do not require a response. 

 C16.5.2.4.2. Filing Receipts. To ensure required copies of the DTID are 

available, shipping activities shall file all signed receipt copies when received from DRMO. Copies 

shall be kept for a minimum of 2 years after date of the shipment. 

 C16.5.2.4.3. Quantity Received Verification. Upon receipt of a disposal shipment 

confirmation inquiry with Transaction Type Code NF in the WO5 segment and the appropriate 

Advice Code (35, 36, or 37) in the LQ segment, the shipping activity verifies the actual quantity 

receipted for DRMO, and shall respond with supply or shipment status as follows: 

 C16.5.2.4.3.1. No Shipment Record/Status. If there is no record of the 

shipment, nor of generating the shipment status, and no record of a signed copy of the DTID, 

Supply Status (DS 870S) with Status Code BF shall be sent to DRMS. 

 C16.5.2.4.3.2. Shipment Status Sent But No Record. If it is determined that 

although shipment status had been sent, no shipment had been made or no record of shipment, other 

than the shipment status transaction, can be located, Supply Status (DS 870S) with Status Code DE 

shall be sent to DRMS. 

 C16.2.4.3.3. Signed Receipt Not Available. If a signed receipt copy of the 

DTID is not available, but investigation indicates that property was removed from the storage area 

and cannot be located, the shipping activity shall do additional research as determined by the DoD 

Component procedures, including, if necessary, referral to the appropriate criminal investigative 

activity. Also, send Supply Status (DS 870S) with Status Code DF to DRMS. 
 C16.2.4.3.4. No Shipping Activity Record. If the shipping activity has no 

record of generating a DS 945A transaction, with Transaction Type Code NM in the WO6 segment 

or a Shipment Status (DS 856S) transaction, but has received a signed copy of the DTID, a disposal 

shipment confirmation DS 856S (DS 945A, W06011=AZ) showing the quantity receipted for in the 

DTID shall be sent to DRMS. 

C16.5.2.5. Quantity Variances. In all cases of a variance between the quantity in the 

WO1 segment of DS 940R and the quantity receipted for by DRMO, the shipping activity shall 

attempt to resolve the variance by contacting the DRMO involved.

 (2) Revise DLMS Supplement 940R as follows: 

Item 

# 

Location DS 940R Revision 

Material Release 

Reason 

1. DLMS 

Introductory 

notes

Added ADC 213 to DLMS introductory note 6

- ADC 213, Administrative Revision to DLMS Supplement 940R, Material 

Release

This ADC added to 

the list to identify 

source of changes in 

the DS. 

2. 1/W0506/0200 Modified DLMS notes:

Transaction Type Code 

 

 NA Material Release Order 

DLMS Note: Use to direct shipment of material to a customer. 

(Equates to MILSTRIP DI A5_or AM_, except A5J/AMJ; or 

A4_, except with Distribution Code 2 or 3)

 NB Material Release Inquiry 

DLMS Note: Use to inquire (follow-up) about the status of an 

open material release action. (Equates to MILSTRIP DI AF6)

 ND Material Release Cancellation 

DLMS Note: Use to request cancellation (or diversion) of either 

an open material release order or redistribution order. Also used 

to follow up on a cancellation request. (Equates to MILSTRIP 

DI AC6 or AK6) 

 NE Disposal Release Order 

DLMS Note: Use to direct shipment of material to a disposal or 

reutilization facility. (Equates to MILSTRIP DI A5J or AMJ)

 NF Disposal Release Inquiry 

DLMS Note: Use to inquire (follow-up) about the status of open 

disposal release orders, shipment discrepancies at a DRMO, or 

receipt discrepancies at a DRMO. (Equates to MILSTRIP DI 

AFJ)

 NG Disposal Release Cancellation 

Cross-reference to 

MILSTRIP 

transaction document 

identifier (DI) 

provided for 

clarification. Note: In 

come instances, the 

Action Code (W0507) 

code must be used 

with the Transaction 

Type Code (W0506) 

in order to identify the 

applicable DI. In 

other instances, the 

direction of the 

transaction 

distinguishes that it is 

a follow-up (e.g. 

materal release 

cancellation or materal 

release cancellation 

followup. 
Item 

# 

Location DS 940R Revision 

Material Release 

Reason 

DLMS Note: Use to request cancellation of an open disposal 

release order. Also used to follow up on a cancellation request. 

(Equates to MILSTRIP DI ACJ or AKJ)

 NH Disposal Shipment Confirmation Inquiry 

DLMS Note: Use to inquire (follow-up) about the shipment 

status of an open disposal release order. (Equates to MILSTRIP 

DI AFX or AFZ)

 NI Redistribution Order 

DLMS Note: Use to redistribute inventory between and among 

storage facilities. For intra-Service use, may be used to direct 

release and shipment of material from a post, camp, station, or 

base to another similar activity to satisfy a specific demand. For 

lateral redistribution orders for non-Integrated Material Manager 

(IMM) or Primary Inventory Control Activity (PICA) owned 

material under TAV procedures use with W0507 Code RG.

(Equates to MILSTRIP DI A2_ or A4_ with Distribution Code 

2 or 3)

3. 1/W0506/0200 Modified DLMS notes:

Action Code 

 

DLMS Note: 1. Use with W0506 codes NA and NE to modify 

previously submitted material release order or a disposal release 

order transactions. 

2. The disposal release order modifications is a DLMS 

enhancement; see introductory DLMS note 4a. The material 

release order modification is equivalent to passing the 

requisition modifier to the shipping activity to process a revision 

to information perpetuated from the original requisition. 

 CL Closed 

DLMS Note: Use with code NA or NE to identify administrative 

action to close an open material release order or a disposal 

release order. (Equates to MILSTRIP DI ARH)

 EB Establish Additional Address 

Federal Note: Use with W0506 code NA to indicate the MRO 

contains an exception address. 

DLMS Note: Use for Materiel Release Order (MRO) Exception 

Data Transaction (ICP to DSS Storage Activity). See 

introductory DLMS note 4e. 

 PI Provide Additional Information 

Federal Note: Use with W0506 code NA to indicate the MRO 

contains exception pick/pack/delivery/disposal instructions. 

Cross-reference to 

MILSTRIP 

transaction document 

identifier (DI) 

provided for 

clarification. 
Item 

# 

Location DS 940R Revision 

Material Release 

Reason 

DLMS Note: Use for Materiel Release Order (MRO)/Disposal 

Release Order (DRO) Exception Data Transaction (ICP to DSS 

Storage Activity). See introductory DLMS note 4e. 

 RG Refer 

DLMS Note: Use with code W0506 code NI to indicate the 

transaction set contains one or more lateral redistribution orders 

(LROs) for non-Integrated Material Manager (IMM) or Primary 

Inventory Control Activity (PICA) owned material. Use with 

2/N901/0400 Code 87 to identify LRO for consumable or 

reparable material. (Equates to MILSTRIP DI A4_ with 

Distribution Code 2 or 3)

 W1 Reconcile Historical Records 

DLMS Note: Use with W0506 codes NA and NE to indicate the 

submission of historical information on previously reported 

transactions. (Comparable to MILSTRIP DI DZK)

4. 1/N101/1100 Added qualifier Z4 and DLMS note:

Z4 Owning Inventory Control Point 

DLMS Note: Use to identify the DoDAAC of the ICP/IMM to receive the 

Disposal Shipment Confirmation Inquiry/Follow-up when the shipping 

activity is not available (W0506=NH, DI Code AFX/AFZ). 

Required to identify 

the ICP/IMM as the 

organization to receive 

the transaction. 

4. REASON FOR CHANGE: This change is necessary to accommodate transaction routing per 

MILSTRIP and DLMS business rules. The ICP is identified elsewhere in the transaction, but is not 

currently available for identification of the transaction recipient. All other changes are to adjust the 

wording to conform to current business rules or to provide clarification.

5. ADVANTAGES AND DISADVANTAGES: 

 a. Advantages: Supports migration to the DLMS. 

 b. Disadvantages: None. 

5. IMPACT: 

 

 a. Publication(s): This change impacts the DS 940R and associated procedures for 

disposal shipment confirmation.